There are two points to consider in order to properly understand the functionality of the For Branch option:

Transcription

1 FOR BRANCH OPTION What is the For Branch option used on the General Ledger Maintenance Defaults screen? Solution There are two points to consider in order to properly understand the functionality of the For Branch option: Normally you wouldn t link a segment value to a specific branch, only the GL Accounts that gets created after the various segment values have been created would be linked. You make use of the Add Chart of Account Wizard to create the new GL Accounts. We ll explain further by using the following scenario: 1. The company s Chart of Accounts uses only 3 segments: Account, Branch and Cost Centre. 2. Generic Account segment values such as COS, Electricity Expense, Salaries etc. have been created as Global (All Branches). 3. Branch segment values such as CPT, JHB and PTA have also been created as Global, but because we selected the For Branch option on the Branch segment, as can be seen above, this allowed us to select the specific Branch value for the specific Branch segment value (E.G. JHB) as can be seen below:

2 A) For the Johannesburg branch segment value. B) For the Pretoria branch segment value. 4. Now we can use the Add Chart of Account Wizard to create new branch specific GL accounts in bulk. Let s first create all possible permutations for the Electricity Expense account.

3 The permutations that are created can then be evaluated and you can unselect those records that are not relevant and that must not be created with the wizard. Notice that the Wizard correctly identified the Segment Branch value for each new account that was created. In comparison If the specific branch segment value is changed to not select any branch value, by simply deleting the Branch value at the bottom, then the Branch value will change to All Branches. Repeat this for all branch segment value records. The result is that the Add Chart of Account Wizard will not be able to distinguish the specific Branch from which to create the new GL accounts.

4 USING V-LOOKUPS IN MS EXCEL This article discusses an extremely powerful MS Excel functionality called V-LOOKUPS. This function could improve your efficiency when reconciling and comparing records between two separate data columns with each other and can also help you to efficiently analyse or explain discrepancies between them. Case study The problem we re facing is a difference between the Age Analysis and the AR Control Account Balances as on a specific date. A data export out of Evolution to Excel has therefore been performed using two reports: 1. The 1 st report shows a list of reference numbers and debit/credit values as obtained from the exported Age Analysis report. 2. The second report shows a list of reference numbers and debit/credit values as obtained from the Ledger Account transaction report. Report 1: Age Analysis

5 Report 2: Ledger Account Control Account Steps to using V-LOOKUPS Open both Excel files. We will use the Ledger Account transaction report and compare that to the Age Analysis. On the Ledger Account transaction report, insert a new column next to the current Reference Number and give it an appropriate name e.g. AGE ANALYIS REFERENCE. Insert a V-LOOKUPS formula on the first open cell on the new Age Analysis Reference column.

6 The four different V-LOOKUP fields Lookup Value Click in the Lookup_value field. Then select the cell with the value that you want to compare against - cell A3 in this case. Notice the cell address below. Table_ Array Click in the Table_Array field. Then go to the Age Analysis Excel spreadsheet and select the Reference Number column on it. Notice how the Table Array field auto-populates.

7 Col_index_num In this case, the 1 st column in the selected column on the Age Analysis report file is the Reference Numbers. Therefore, enter a value of 1 on this field. Remember, if on the other comparison file (Age Analysis), the actual criteria column was in a different column e.g. 3 rd from the left of the area as defined in the Table Array filed, then you would have selected 3 here. Range _lookup Simply enter a value of FALSE on this field. When done, select the OK button below. Process from here: Notice the V-LOOKUP function has now matched the first reference number from the Age Analysis report file as stated below.

8 Process from here: Copy the V-Lookup formula down and notice the results. Where it states #N/A, it means no matching record could be found between this file, the Ledger Account transaction report and the comparative Age Analysis report. Repeat the above exercise but this time work on the Age Analysis report as compared to the Ledger Account Transactions report to compare the two reports with each other. It might be that records exist on the Age Analysis report which is not found on the Ledger Account Transactions report. BANK MANAGER ERROR MESSAGE: COULD NOT INITIALISE CONNECTION TO EVOLUTION DATABASE The following error message may be received when opening the Evolution Bank Manager: Solution 1. For Version 6.80, copy the attached dll file into the current and relevant installed Evolution folder (copy and replace), on all PC s where Evolution is used. 2. Backup the company and preferably get all users logged out of Evolution and run the following SQL script. alter table _btblcbmatchrules alter column [Account] [varchar](50) NULL alter table _btblcbstatement alter column [Account] [varchar](50) NULL The client must implement the fixes on Version and on every workstation s Evolution installs folder (e.g. C:\Program Files\Pastel Evolution) paste the attached CashbookImport.dll file into this folder.

9 Alternative solution On a recent incident we discovered that when the server s firewall was turned off, the Bank Manager application worked fine on the workstation. Therefore, the client will have to add the required ports to resolve this. NOT ALL TRANSACTION LINES DISPLAYED ON PRINTED OR PREVIEWED DOCUMENT How do you resolve the occurrence of not all transaction lines printing on the printed/previews invoice or credit note, although the transaction screen clearly shows them? Even though the printed invoice/credit note might be 100% correct. Solution Something that worked perfectly in a recent incident was to copy the layout and use the new one created as a result. MS SQL INSTALLATION ERROR MESSAGE: * IS NOT A VALID LOGIN OR YOU DO NOT HAVE PERMISSION The following error message may be received when installing MS SQL, even if using an account that belongs to the Windows Administrator group Reason and solution In a recent incident it was found that something was somehow corrupted on the local Windows Administrator account that installed MS SQL. This was proven as a new Windows Administrator account was created and used to successfully install MS SQL afterwards.